Special Education

Annual Performance Report for 2008-09 - February 2010 - Indicator 20

Overview of the Annual Performance Report Development:

See Overview of the Development of the Annual Performance Report (APR) in the Introduction section, page 1.

Monitoring Priority: FAPE in the LRE

Indicator 20:

State reported data (618 and State Performance Plan (SPP) and APR are timely and accurate.
(20 U.S.C. 1416(a)(3)(B))


State reported data, including 618 data, SPP, and APRs, are:

a. Submitted on or before due dates (February 1 for child count, including race and ethnicity, placement; November 1 for exiting, discipline, personnel and dispute resolution; and February 1 for APRs and assessment); and

b. Accurate, including covering the correct year and following the correct measurement.

States are required to use the “Indicator 20 Scoring Rubric” for reporting data for this indicator (see tables below).

Data Source:

New York State (NYS) will use State selected data sources, including data from State data system and SPP/APR.

Federal Fiscal Year (FFY) Measurable and Rigorous Target
FFY 2008
(2008-09 school year)
100 percent of State reported data, including 618 data and annual performance reports, are submitted on or before due dates and are accurate.

Actual Target Data for FFY 2008:

State reported data (618, SPP and APR) were 100 percent timely and accurate.

FFY 2008 SPP/APR Data – Indicator 20
APR Indicator Valid and Reliable Correct Calculation Total
1 1   1
2 1   1
3A 1 1 2
3B 1 1 2
3C 1 1 2
4A 1 1 2
5 1 1 2
7 1 1 2
8 1 1 2
9 1 1 2
10 1 1 2
11 1 1 2
12 1 1 2
13 NA NA 0
14 NA NA 0
15 1 1 2
16 1 1 2
17 1 1 2
18 1 1 2
19 1 1 2
Subtotal 34
APR Score Calculation Timely Submission Points (If the FFY 2007 APR was submitted on-time, place the number 5 in the cell on the right) 5
Grand Total - (Sum of subtotal adn Timely Submission Points) 39


FFY 2008 618 Data - Indicator 20
Table Timely Complete Data Passed Edit Check Responded to Date Note Requests Total
Table 1 – Child Count
Due Date: 2/1/09
1 1 1 1 4
Table 2 – Personnel
Due Date: 11/1/09
1 1 1 N/A 3
Table 3 – Ed. Environments
Due Date: 2/1/09
1 1 1 1 4
Table 4 – Exiting
Due Date: 11/1/09
11 1 N/A 3
Table 5 – Discipline
Due Date: 11/1/09
1 1 1 N/A 3
Table 6 – State Assessment
Due Date: 2/1/10
1 N/A N/A N/A 1
Table 7 – Dispute Resolution
Due Date: 11/1/09
1 1 1 N/A 3
  Subtotal 21
618 Score Calculation Grand Total (Subtotal X 1.87= 39.00
Indicator #20 Calculation
A. APR Grand Total 39.00
B. 618 Grand Total 39.00
C. APR Grand Total (A) + Grand Total (B) = 78.00
Total N/A in APR* 0*
Total N/A in 618* 0*
Base 78.00
D. Subtotal (C) divided by Base* 1.00
E. Indicator Score = Subtotal (D) times 100 100.00
*Note any cell marked as N/A will decrease the denominator by 1 for APR and 1.857 for 618

Discussion of Improvement Activities Completed and Explanation of Progress or Slippage that occurred for FFY 2008:

Explanation of Progress or Slippage

NYS’ compliance rate on this indicator improved from 93 percent to 100 percent.  This improvement was due to the State’s change in child count date from December 1 to the first Wednesday in October, beginning in 2008-09 school year.  The earlier child count date allowed the State to submit certified data related to child count and the least restrictive environments in which students are provided special education services to the United States Education Department (USED) earlier.  Availability of earlier data allowed the State to calculate significant disproportionality based on race/ethnicity in identification of students for special education, identification of students by specific disability and placement of students in particular settings earlier. The earlier notifications allowed school districts sufficient time to review their policies, practices and procedures related to these issues and report on the results of their self-reviews to the State in enough time for the State to report these results in this APR under Indicators 9 and 10.

Improvement Activities Completed in 2008-09

  • The Strategic Evaluation Data Collection Analysis and Reporting (SEDCAR) unit routinely accessed information through the federal Data Accountability Center (DAC) at http://www.ideadata.org and the Regional Resource Center (RRC) program portal at http://www.rrfcnetwork.org/ to help answer questions related to indicator measurements, calculations and other information to assist with data analysis and management.  DAC provided data from individual states and nationally aggregated data that was used in interpretation of NYS data.  Staff attended the annual data managers meeting hosted by DAC to stay current with changing practices and reporting expectations.  The Office of Vocational and Educational Services for Individuals with Disabilities’ (VESID) Data Manager participated with the data managers’ listserv to benchmark practices with other states and ask questions to clarify the data system implications of new practices or policies, posing questions to other Data Managers as needed between meetings.
  • The State revised its child count date from December 1 to first Wednesday in October.
  • The State continued its participation in the annual data managers meeting hosted by DAC.
  • The State added a special education team member to EdFacts meetings to enable the accurate and timely submission of all special education EdFacts files to USED.

Annual activities to ensure NYS’ Section 618 data are accurate, valid and reliable include but are not limited to the following:

  • Implement numerous edit checks at Level 0 of our State’s data warehouse.  These edit checks are reviewed and revised continuously to ensure data are reasonable.
  • Implement additional edit checks at Level 1 of our State’s data warehouse. Require school districts to resolve any identified issues related to incomplete or inaccurate data identified at this level before the data are moved to the State’s Level 2 environment.
  • Implement additional edit checks at Level 2 of the State’s data warehouse (much fewer checks compared to those implemented at L0 and L1). As an example, these edit checks allow the State to determine duplications in reporting the same student by two school districts and to resolve these types of issues before State data files are finalized.
  • Implement additional edit checks and reasonability checks when school district’s individual student data are displayed in the various special education reports. These aggregated reports (with links to individual students’ data) assist school districts to compare some totals against previous year’s totals, and to review results of calculations to ensure individual students’ data are included accurately in the various calculations and aggregates.
  • Provide technical assistance regarding data collection requirements and procedures continuously throughout the year. Technical assistance is also provided annually throughout the State in group format as requested by various regions and large cities of the State.
  • Prepare written communications and documentation annually and throughout the year to provide data reporting instructions, guidelines and timelines.
  • The State’s special education monitoring personnel assist school districts to accurately report compliance data by providing them technical assistance on regulatory requirements related to the compliance indicators.

Additional Information Required by the OSEP APR Response Table for this Indicator (if applicable):

Statement from the OSEP Response Table State’s Response
The State must review its improvement activities and revise them, if appropriate, to ensure they will enable the State to provide data in the FFY 2008 APR, due February 1, 2010, demonstrating that the State is in compliance with the timely and accurate data reporting requirements in IDEA sections 616 and 618 and 34 CFR §§76.720 and 300.601(b). In reporting on Indicator 20 in the FFY 2008 APR, the State must use the Indicator 20 Data Rubric. As reported above, the State’s self-determined compliance rate on this indicator is 100 percent. The State has complied with all data reporting requirements for all indicators and Section 618 data.  In addition, NYS has provided all the required FFY2008 EdFacts files to USED.

Revisions, with Justification, to Proposed Targets/ Improvement Activities / Timelines / Resources for FFY 2008 [If applicable]

The State’s child count date was changed from December 1 to the first Wednesday in October, beginning in 2008-09 school year.  This has resulted in changing Measurement information where child count data is considered.  See individual Measurement boxes for Indicators 4, 9 and 10.

Our State’s data systems are continuing to be revised to enhance our capacity to track school district’s performance and correction of noncompliance when noncompliance is  identified through the State’s data systems. The PD data system, which now interfaces with the Student Information Repository System (SIRS) is used to collect, verify and certify data for Indicators 4, 5, 6, 7, 9, 10, 11, 12 and 13. Since some of these indicators are compliance indicators (4, 9, 10, 11, 12 and 13), we have determined that the PD data system and the Comprehensive Special Education Information System (CSEIS) need to be linked to allow the monitoring staff to have easy access to school districts' data so they may be involved in the timely correction of noncompliance when the data in the PD system indicates there is noncompliance.  The development to create connections between PD system and CSEIS will continue during the 2009-10 school year. Implementing these connections will facilitate more timely correction of noncompliance on the aforementioned indicators.

Another change effective with the new calendar year, 2010, is that the State’s special education data collection functions have merged with the New York State Education Department’s (NYSED) P-12 data office.  This change will facilitate complete integration of special education data collection efforts with the rest of NYSED.  This change is anticipated to further enhance the viability, validity, reliability and accuracy of special education data.

Last Updated: June 30, 2010